Administrative Operations Manager

Job Description

Job Description

The Administrative Operations Manager supervises and leads the administrative team across the firm's multiple office locations, focusing on team development, operational efficiency, process improvement, and technology optimization. This role standardizes administrative workflows and implements best practices to support consistent operations and effective service delivery across the organization. The position also provides operational reporting, recommendations, and administrative support to firm leadership while overseeing administrative systems and technology solutions that enhance productivity, collaboration, and overall operational effectiveness. This position is on-site, located in Lincoln, NE.

Key Responsibilities

Administrative Leadership & Operations

• Lead and oversee firmwide administrative operations across all offices.
• Supervise administrative staff by assigning work, managing priorities, and balancing workloads.
• Monitor daily workflow and productivity to ensure timely, accurate, and high-quality outcomes.
• Provide coaching, performance feedback, and development support to administrative staff.
• Ensure accountability for efficiency, quality of work, and adherence to firm standards.
• Provide escalation and backup support during peak workload periods.

Process Improvement, Workflow & Systems

• Maintain proficiency in practice management systems and leverage technology to improve efficiency and reporting.
• Own and continuously improve administrative processes, workflows, and procedures.
• Maintain and enhance the Administrative Standard Operating Procedures (SOP) manual.
• Ensure consistent application of policies, controls, confidentiality standards, and workflows across offices.
• Oversee administrative workflow to support timely completion of internal and client deliverables.
• Manages Administrative role in internal client transition process.

Human Resources & Staff Development

• Partner with the HR Director on recruiting, interviewing, onboarding, coaching, and performance management.
• Support workforce planning, training, and continuing education initiatives for administrative staff.
• Assist with updating job descriptions and providing input on compensation recommendations.

Facilities, Vendors & Resources

• Oversee daily operation of office facilities to ensure safe, functional, and effective work environments.
• Negotiate and manage vendor and third-party service contracts for cost-effective, quality outcomes.
• Monitor vendor performance and service levels to ensure expectations are met.

Reporting, Strategy & Executive Support

• Track and report administrative workflow, productivity, and operational performance metrics.
• Identify and escalate risks related to deadlines, service quality, or staffing coverage.
• Provide regular updates to the COO regarding departmental needs, performance, and priorities.
• Support firm-wide initiatives, strategic planning efforts, committees, and special projects as assigned.
• Participate in administrator peer group meetings and maintain summaries and records.

Emergency Response & Readiness

• Support firm emergency response and business continuity planning.
• Communicate timely and accurate information to staff during emergency situations using established emergency response methods.
• Assist with preparedness, response coordination, and post-incident follow-up as needed.

Competencies

• Strong leadership, communication, project management, and team building skills
• Detail-oriented and self-motivated
• Ability to proactively prioritize, organize, solve problems, and meet deadlines
• Ability to multi-task and work independently and as a part of a team
• Openly embraces new technology and innovation
• Sensitive to confidentiality of firm and client information
• Understanding of accounting and financial processes
• Excellent communication and interpersonal skills
• Ability to trouble shoot and propose solutions

Supervisory Responsibilities

• Manages the Administrative Assistant Team across multiple offices.

Physical Requirements

• Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA and other federal, state, and local standards
• Ability to maintain regular, punctual attendance consistent with the ADA, FMLA and other federal, state, and local standards
• Must be able to talk, listen and speak clearly on telephone
• Prolonged periods of sitting at a desk and working on a computer
• Must be able to lift up to 30-50 lbs. at times.

Travel Required

• Minimal travel required
• Partners with the COO to establish the timing and frequency of offsite office visits to support effective management of the administrative team and foster relationships across offices.

Education and Experience

• Bachelor's degree or equivalent work experience is required
• Five to seven years' experience performing accounting functions of varying complexity is preferred

What We Offer

• Full-time position with competitive pay based on experience.
• Excellent opportunities for career growth and advancement within the company.
• Full benefits package including health, vision, and dental coverage, and a 401k Safe Harbor contribution.
• Emphasis on collaborative, team-oriented service and a strong commitment to nonprofit and community involvement.
• Recognition for Diversity and Inclusion: HBE has been honored as one of the Best CPA Firms for Equity Leadership by the Accounting MOVE Project since 2015.

About HBE

Our story is one of solid growth, premier service, quality work, employee satisfaction, and business diversification. Since 1974, we've strived to create a warm and friendly atmosphere where you will feel at home and comfortable. We're as down-to-earth as our deep Nebraska roots, but we work from the most sophisticated tools and technology.

HBE offers a complete range of financial management services for businesses, nonprofit and governmental organizations, specialty industries, and individuals. These services include audit, tax, business consulting, outsourced accounting and CFO solutions, personal financial planning, and wealth management.

HBE has previously been recognized as one of the nation's Best Firms to Work for by Accounting Today.